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General Manager

Company: FirstService Residential in California
Location: Irvine
Posted on: November 24, 2022

Job Description:

Job Title: General Manager Reports To: Executive Vice President Location: Irvine, CA Job ResponsibilitiesThe General Manager ensures Association business is executed in a timely and accurate manner, in accordance with Association governing documents, Board policies, FirstService policies and procedures, California civil code, and other applicable regulations. The General Manager will consistently adhere to and perpetuate the mission and vision of the Board of Directors, and membership, and has oversight over all aspects of the operations of the building. This would include, but is not limited to: building strong relationships with the board of directors, committees and residents, ensuring building systems and common areas are properly maintained, managing staff and vendor performance, administering any shared cost arrangements, ensuring homeowner adherence to community rules and regulations, preparing the budget, presenting financial reports, preparing for and attending board meetings, and communicating with outside entities such as the City or County and its departments, Fire Authority, local Police Department, Water District, and utility companies as necessary. The General Manager takes pride in the look and feel of the building and "owns" the activities of all vendors and staff deployed in the building. Essential Duties & Responsibilities The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

  • Acquire an understanding of all Community governing documents (CCRs, By-Laws and published rules) and ensure all requirements are followed.
  • Quickly gain a working knowledge of FirstService systems (including FSR Connect, Auto Board Packet, AVID AP, ADP, Jenark, etc...), and assimilate standard operating policies and procedures.
  • Recruit, hire, train and supervise all building staff. Create staffing plans and budgets for Board approval. Use FSR associates whenever possible but determine when certain positions are best outsourced.
  • Promote FSR's Global Service Standards amongst FSR associates and vendors. Include these standards in daily coaching and performance management discussions.
  • Proactively inspect building and exterior common areas, building systems, landscape and other common amenities and then ensure necessary repair and maintenance activities are conducted in a timely manner.
  • Ensure all fire, life and safety systems are operable and evacuation plans and emergency procedures are documented and understood by staff and residents.
  • Ensure operating procedures and preventative maintenance plans are in place for all key systems. (Elevators, HVAC, Pumps, Boilers, Security, etc...)
  • Respond to homeowner / resident requests for maintenance or compliance issues, or architectural change approvals.
  • Create an annual calendar of key client meetings and events and incorporate into FSR Connect and personal calendar.
  • Work with Association legal counsel on any pending or existing litigation and provide periodic updates to the Board.
  • Prepare and post board meeting agendas.
  • Prepare concise, yet detail-oriented, board meeting packets which allow the Board to make informed decisions without lengthy discussion.
  • Attend and participate in Board and committee meetings and prepare minutes.
  • Approve and code vendor invoices and ensure vendors comply with the terms of their service contracts.
  • Gather detailed bids for major non-recurring projects or for requested changes in recurring vendor contracts.
  • Monitor the financial position of the Association and present monthly financial reports and any documents requiring Board member signatures.
  • Lead Boards toward the development of short-term and long-range plans and develop recommendations for specific action plans to achieve Board objectives.
  • Prepare annual budget drafts with updated reserve study disclosures and ensure the annual budget is distributed in a timely manner.
  • Support the activities of various Board sub-committees and provide a seamless connection between the Board of Directors and committees.
  • Administer the Annual Election and meeting.
  • Ensure annual CPA audit / review is completed and distributed within 120 days of year end. Also ensure tax returns are completed and filed by CPA.
  • Assess and monitor community needs: identify opportunities for improved communication or service delivery methods. Implement programs or improvements.
  • Other duties as assigned. Additional Duties & Responsibilities
    • Conduct business at all times with the highest standards of personal, professional and ethical conduct.
    • Perform or assist with any operations as required to meet client needs and company deadlines. Notify supervision of unusual or non-recurring equipment, operating, or staffing problems.
    • May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
    • Ensure all safety precautions are followed while performing the work.
    • Participate in FSR training activities and updates and follow all policies and procedures.
    • Perform any range of special projects, tasks and other related duties as assigned. Supervisory Responsibility
      • Manage activities of any on-site personnel, including: Asst General Manager, Front Desk staff, Engineering and Maintenance Staff, etc...
      • Develop staffing plans and use approved job descriptions to set performance expectations.
      • Ensure FSR associates are trained and follow our policies, procedures and global service standards.
      • Vendor staff (Security, Custodial, Engineering, and Maintenance) should be held to same standards as FSR personnel whenever possible. Education & Experience
        • Bachelor's Degree in Public Administration, Business Administration or related field preferred, but not required.
        • CCAM, CMCA or PCAM designation preferred, but not required.
        • A minimum of three years of successful high-profile community management experience or equivalent professional experience in a related field such as rental property or hotel management. Knowledge, Skills & Proficiencies
          • To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.
          • Excellent general math skills. Strong user of Microsoft Office tools.
          • Strong written and verbal communication skills. Must be an "active" listener who can anticipate issues and drive for mutually satisfactory resolution.
          • Understand the role and purpose of a homeowner's association and is familiar with HOA rules and guidelines, facility maintenance, association governing documents, and financial statements and budgets.
          • Service-oriented mindset, with multi-tasking abilities and a flexible, resilient attitude. Can work with volunteer board members and is comfortable in a "servant-leader" role.
          • Must be able to deal with conflict and work well under pressure.
          • Must be able to instill confidence in staff, board members and residents by being prepared and knowledgeable. Physical Requirements / Working EnvironmentThe physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
            • Must be able to lift 25lbs.
            • Must be able to sit for extended periods of time.
            • Must be able to stand for extended periods of time.
            • Must be able to communicate both on the phone and in person with our clients in order to resolve issues and manage the business.
            • Must have finger dexterity for typing/using a keyboard.
            • Must be mobile enough to move around both the office in order to make copies, send mail and faxes and to walk around the property. This could include lengthy walks and uneven areas. The work environment characteristics are normal office conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Consistent and regular attendance required. Hours over and above normal office hours will occur, including evenings and some weekends. Schedule is subject to change based on business needs. Travel
              • Must have reliable transportation and be able to drive to other work locations. Most Board meetings take place in the evening during the work week. Valid Driver's License and State Mandated Vehicle Insurance required.

Keywords: FirstService Residential in California, Irvine , General Manager, Executive , Irvine, California

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